Description
Hiring Range
The University of California, Merced is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is $24.76 - $42.67. The budgeted hourly range that the University reasonably expects to pay for this position is $27.09 - $29.29/hr.
Job Closing Date
Initial applicant review will begin on or around June 20, 2024. Posting will remain open until filled.
Remote/Hybrid eligibility: This position is fully on-site.
About UC Merced
The University of California, Merced, is the newest of the University of California system's 10 campuses and the first American research university built in the 21st century. With more than 9,000 undergraduate and graduate students, UC Merced offers an environment that combines a commitment to diversity, inclusion, collaboration and professional development. With bachelor's, master's and doctoral degree programs, strong research and academic partnerships, and community involvement, the UC Merced campus is continually evolving and requires talented, knowledgeable and dynamic educators, researchers, management and staff.
Ranked among the best public universities in the nation by U.S. News and World Report, UC Merced is uniquely equipped to provide educational opportunities for highly qualified students from the San Joaquin Valley and throughout California. The campus enjoys a special connection with nearby Yosemite National Park, is on the cutting edge of sustainability in construction and design and supports the economic development of Merced and the region.
The Merced 2020 Project, a $1.3 billion public-private partnership unprecedented in higher education and completed in 2020, nearly doubled the physical capacity of the campus, enhancing academic distinction, student success and research excellence. UC Merced also operates the Downtown Campus Center, a $33 million, three-story administrative building located in the heart of Merced.
The university's mission of educational excellence and rigorous inquiry is powered by three schools and numerous research institutes and centers that seek scientific and social solutions for the Valley, California and the world. In partnership with UC San Francisco, UC Merced is preparing the way for a rigorous medical education program.
The course of UC Merced's evolution is piloted by a long-range strategic plan. Enacted in 2021, the 10-year blueprint is guiding how the values of equity and justice influence our pathway to earning Carnegie R1 research status, growing enrollment, upholding our identity as a minority-serving institution, and operationalizing how commitments to equity, diversity and inclusion are enacted in each campus unit.
About the Job
The Hospitality Services Scheduling and Events Coordinator position is designed to assist with the operational and customer service components in the Hospitality Services Office (HS). This position will provide support at all hospitality spaces to include event facilitation, scheduling support, onsite customer service, conference room management. Hours will vary based on the events scheduled on campus and will include some mornings, evenings and weekends. Specific duties for each area are listed below.
Prepares event documentation and coordinates with clients to ensure consistent, high-level service throughout the pre-event, event, and post-event phases. Ensures a seamless turnover from beginning to end of events. Responsible for assigning incoming events to team members.
KEY RESPONSIBILITIES
Event Administration:
- Assist with processing event requests, including submission of catering orders through Cater Trax
- Assist with event oversight through student team
- Finalize event details with clients
- Generate diagrams for Fire Marshal and submit through appropriate procedures
- As needed, submit Facilities Management requests
Budget & Finance:
- Assist with Event billing for summer conference and academic year clients.
- Assistant with collection and deposit of payments for conferences, events and guest housing.
- Assist with departmental expenditures including but not limited to, purchasing, invoice processing, travel reimbursements, processing billing/recharges and other various request
Student Hiring:
- Assist in Hospitality Services student hiring. Maintains and updates records, process student intakes in coordination with Payroll, communicates and coordinates with student workers and supervisors in regards to the hiring process, training and any other needs that may arise. Monitor applications and keep organized for proactive hiring needs as they arise.
Customer Service: Manage large amounts of incoming calls and walk-ins. Including customer complaints, questions, requests and appropriately distribute.
- Prepare and assist with the preparation of all event related estimates and final settlements.
- Assist with the preparation and filing of post event notes including staffing matrix's, attendance, department reports, cost estimates and settlements, statistics and other event related data to provide insight into future event operations.
- Provides support to Director and Assistant Directors on signature events.
- Participates in client site visits and walkthroughs
- Performs other duties as assigned to meet event, department and business needs.
Qualifications
EDUCATION and REQUIREMENTS
- Bachelor's degree in related area.
- 1 year of related experience or 5 years equivalent related experience/education.
- Previous events coordination experience. Preferred)
- Must maintain a valid CA Drivers License.
CRITICAL KNOWLEDGE AND SKILLS
- Strong analytical and problem-solving skills, along with an ability to collaborate cross-functionally and learn quickly.
- Excellent communication skills both written and verbal.
- Experience using Microsoft Office software.
- Available to work some nights and weekends.
- Ability to work with stakeholders at multiple levels of the organization.
- Strong time management and project management skills.
- Self-starter and ability to collaborate in a team environment.
- Ability to manage multiple projects simultaneously.
- Event planning skills. (Preferred)
- Experience with Event Management Software. (Preferred)
- Experience with Event Diagraming Software. (Preferred)
Background Check
Background check required.
Policy Statement
How to Apply:
An online application is required for each position to apply.The University of California, Merced is aware that some web-based application processes may be cumbersome for differently abled applicants. Where appropriate, alternative accommodations will be provided. For applicants with disabilities who need additional assistance using TAM, or reasonable accommodations during the interview or search process, please contact ucmjobs@ucmerced.edu.
Equal Employment Opportunity:
The University of California, Merced is an Equal Opportunity/Affirmative Action employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship, sex, age, marital status, sexual orientation, gender identity or expression, disability, pregnancy, or status as a disabled veteran or Vietnam-era veteran, or other protected categories covered by the UC Nondiscrimination and Affirmative Action Policy. UC Merced intentionally promotes and maintains a discrimination- and harassment-free workplace by demonstrating it neither condones nor tolerates employment practices that discriminate against or harass any person or specific group of persons on the basis listed above. We seek candidates who will support our vision to cultivate a vibrant, equity-minded, inclusive excellence university community. When applying to UC Merced, we strongly encourage you to reflect on our Principles of Community and our 2021 strategic plan.
Vaccination Program Policy:
As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is 14 days after their first date of employment.
Smoke and Tobacco Free Policy:
The University of California, Merced is a smoke and tobacco free workplace. Information and the Smoke and Tobacco Free policy is available at http://smokefree.ucmerced.edu.
E-Verify:
All employers who receive Federal contracts and grants are required to comply with E-Verify, an Internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). E-Verify electronically verifies employment eligibility by comparing information provided on the I-9 form to records in the DHS and SSA databases. Certain positions funded by federal contracts/subcontracts requires UC Merced to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.
Pay, Benefits & Work Schedule:
For information on the comprehensive benefits package offered by the University of California visit: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/
Employee Referral Program
This position is eligible for the UC Merced Employee Referral Program (ERP). If you were referred by a UC Merced employee, please identify that employee by name in your application as follows:
Step 5 of 7 Referrals
How did you hear about the job? (select) “other”
Additional information? (select) “other”
Specific Referral Source? (write in) first and last name of referring employee
Referring employee MUST be named on application for eligibility.
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